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Utilizing workforce data to assist in justifying recruitment efforts 1 OBJECTIVES Understanding your workforce data 7 steps to justify recruitment efforts Importance of collaborating with your departments Workforce Planning

  1. Utilizing workforce data to assist in justifying recruitment efforts 1

  2. OBJECTIVES • Understanding your workforce data • 7 steps to justify recruitment efforts • Importance of collaborating with your departments Workforce Planning Coordinator 2

  3. Step 1 • Analyze your workforce data by comparing your established positions to your departments vacancy percentage for those classifications. 3

  4. Workforce Data by Vacancy Percentage Established Vacant Vacancy Potential Class Title Positions Positions Percentage Age 50-54 Age 55-59 Age 60-64 Age 65+ Grand Total Recruit Impact LEGAL SECRETARY 4 2 50.00% 0 1 1 0 2 1 75 ASSOCIATE PROGRAMMER ANALYST (SPECIALIST) 14 5 35.71% 2 2 1 0 5 0 70.14 OFFICE TECHNICIAN (GENERAL) 23 7 30.43% 1 5 1 0 7 1 56.52 OFFICE TECHNICIAN (TYPING) 27 8 29.63% 6 3 1 1 11 0 70.3 SENIOR PERSONNEL SPECIALIST 4 1 25.00% 1 3 0 0 4 0 100 STAFF PROGRAMMER ANALYST (SPECIALIST) 40 10 25.00% 9 3 2 0 14 0 60 SYSTEMS SOFTWARE SPECIALIST II (TECHNICAL) 67 12.2 18.21% 16 7 4 0 27 2 40.5 DATA PROCESSING MANAGER II 24 4 16.67% 7 1 1 0 9 0 58.2 EXECUTIVE SECRETARY II 13 2 15.38% 5 1 1 0 7 0 69.23 PERSONNEL SPECIALIST 13 2 15.38% 2 1 5 1 9 1 76.92 SENIOR INFORMATION SYSTEMS ANALYST (SPECIALIST) 52 8 15.38% 7 12 4 0 23 0 59.61 ASSOCIATE INFORMATION SYSTEMS ANALYST (SPECIALIST) 65 7.25 11.15% 13 14 3 0 30 0 57.3 SENIOR PROGRAMMER ANALYST (SPECIALIST) 18 2 11.11% 5 2 1 0 8 0 55.55 STAFF INFORMATION SYSTEMS ANALYST (SPECIALIST) 64 7 10.94% 15 14 8 1 38 0 70.31 SYSTEMS SOFTWARE SPECIALIST III (TECHNICAL) 30 3 10.00% 5 3 0 1 9 2 40 EXECUTIVE SECRETARY I 11 1 9.09% 4 2 2 0 8 0 81.81 PERSONNEL SUPERVISOR I 3 0 0.00% 1 0 1 0 2 0 66.66 STAFF INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 0 1 1 0 2 0 66.66 SENIOR INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 2 0 0 0 2 0 66.66 INFORMATION SYSTEMS TECHNICIAN 4 0 0.00% 2 0 0 0 2 0 50 DATA PROCESSING MANAGER IV 5 0 0.00% 2 0 0 0 2 1 20 DATA PROCESSING MANAGER III 25 0 0.00% 7 4 3 0 14 0 56 DIGITAL PRINT OPERATOR II 3 0 0.00% 3 0 0 0 3 0 100 OFFICE ASSISTANT (GENERAL) 2 0 0.00% 2 0 0 0 2 0 100 MATERIALS AND STORES SPECIALIST 3 0 0.00% 1 1 0 0 2 0 66.66 STOCK CLERK 1 0 0.00% 0 0 1 0 1 0 100 PROPERTY CONTROLLER II 1 0 0.00% 0 0 1 0 1 0 100 SYSTEMS SOFTWARE SPECIALIST II (SUPERVISORY) 3 0 0.00% 1 0 1 0 2 0 100 SYSTEMS SOFTWARE SPECIALIST III (SUPERVISORY) 4 0 0.00% 1 2 1 0 4 0 100 INFORMATION SYSTEMS TECHNICIAN SPECIALIST I 3 0 0.00% 2 1 0 0 3 0 100 4

  5. Step 2 • Once you have determined your vacancy rate review the demographics of your filled positions. 5

  6. Step 2 Example Established Vacant Vacancy Potential Class Title Positions Positions Percentage Age 50-54 Age 55-59 Age 60-64 Age 65+ Grand Total Recruit Impact LEGAL SECRETARY 4 2 50.00% 0 1 1 0 2 1 75 ASSOCIATE PROGRAMMER ANALYST (SPECIALIST) 14 5 35.71% 2 2 1 0 5 0 70.14 OFFICE TECHNICIAN (GENERAL) 23 7 30.43% 1 5 1 0 7 1 56.52 OFFICE TECHNICIAN (TYPING) 27 8 29.63% 6 3 1 1 11 0 70.3 SENIOR PERSONNEL SPECIALIST 4 1 25.00% 1 3 0 0 4 0 100 STAFF PROGRAMMER ANALYST (SPECIALIST) 40 10 25.00% 9 3 2 0 14 0 60 SYSTEMS SOFTWARE SPECIALIST II (TECHNICAL) 67 12.2 18.21% 16 7 4 0 27 2 40.5 DATA PROCESSING MANAGER II 24 4 16.67% 7 1 1 0 9 0 58.2 EXECUTIVE SECRETARY II 13 2 15.38% 5 1 1 0 7 0 69.23 PERSONNEL SPECIALIST 13 2 15.38% 2 1 5 1 9 1 76.92 SENIOR INFORMATION SYSTEMS ANALYST (SPECIALIST) 52 8 15.38% 7 12 4 0 23 0 59.61 ASSOCIATE INFORMATION SYSTEMS ANALYST (SPECIALIST) 65 7.25 11.15% 13 14 3 0 30 0 57.3 SENIOR PROGRAMMER ANALYST (SPECIALIST) 18 2 11.11% 5 2 1 0 8 0 55.55 STAFF INFORMATION SYSTEMS ANALYST (SPECIALIST) 64 7 10.94% 15 14 8 1 38 0 70.31 SYSTEMS SOFTWARE SPECIALIST III (TECHNICAL) 30 3 10.00% 5 3 0 1 9 2 40 EXECUTIVE SECRETARY I 11 1 9.09% 4 2 2 0 8 0 81.81 PERSONNEL SUPERVISOR I 3 0 0.00% 1 0 1 0 2 0 66.66 STAFF INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 0 1 1 0 2 0 66.66 SENIOR INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 2 0 0 0 2 0 66.66 INFORMATION SYSTEMS TECHNICIAN 4 0 0.00% 2 0 0 0 2 0 50 DATA PROCESSING MANAGER IV 5 0 0.00% 2 0 0 0 2 1 20 DATA PROCESSING MANAGER III 25 0 0.00% 7 4 3 0 14 0 56 DIGITAL PRINT OPERATOR II 3 0 0.00% 3 0 0 0 3 0 100 OFFICE ASSISTANT (GENERAL) 2 0 0.00% 2 0 0 0 2 0 100 MATERIALS AND STORES SPECIALIST 3 0 0.00% 1 1 0 0 2 0 66.66 STOCK CLERK 1 0 0.00% 0 0 1 0 1 0 100 PROPERTY CONTROLLER II 1 0 0.00% 0 0 1 0 1 0 100 SYSTEMS SOFTWARE SPECIALIST II (SUPERVISORY) 3 0 0.00% 1 0 1 0 2 0 100 SYSTEMS SOFTWARE SPECIALIST III (SUPERVISORY) 4 0 0.00% 1 2 1 0 4 0 100 INFORMATION SYSTEMS TECHNICIAN SPECIALIST I 3 0 0.00% 2 1 0 0 3 0 100 6

  7. Step 3 • Compare the amount of vacancies in the established position with current recruitment efforts. 7

  8. Step 3 Example Established Vacant Vacancy Potential Class Title Positions Positions Percentage Age 50-54 Age 55-59 Age 60-64 Age 65+ Grand Total Recruit Impact LEGAL SECRETARY 4 2 50.00% 0 1 1 0 2 1 75 ASSOCIATE PROGRAMMER ANALYST (SPECIALIST) 14 5 35.71% 2 2 1 0 5 0 70.14 OFFICE TECHNICIAN (GENERAL) 23 7 30.43% 1 5 1 0 7 1 56.52 OFFICE TECHNICIAN (TYPING) 27 8 29.63% 6 3 1 1 11 0 70.3 SENIOR PERSONNEL SPECIALIST 4 1 25.00% 1 3 0 0 4 0 100 STAFF PROGRAMMER ANALYST (SPECIALIST) 40 10 25.00% 9 3 2 0 14 0 60 SYSTEMS SOFTWARE SPECIALIST II (TECHNICAL) 67 12.2 18.21% 16 7 4 0 27 2 40.5 DATA PROCESSING MANAGER II 24 4 16.67% 7 1 1 0 9 0 58.2 EXECUTIVE SECRETARY II 13 2 15.38% 5 1 1 0 7 0 69.23 PERSONNEL SPECIALIST 13 2 15.38% 2 1 5 1 9 1 76.92 SENIOR INFORMATION SYSTEMS ANALYST (SPECIALIST) 52 8 15.38% 7 12 4 0 23 0 59.61 ASSOCIATE INFORMATION SYSTEMS ANALYST (SPECIALIST) 65 7.25 11.15% 13 14 3 0 30 0 57.3 SENIOR PROGRAMMER ANALYST (SPECIALIST) 18 2 11.11% 5 2 1 0 8 0 55.55 STAFF INFORMATION SYSTEMS ANALYST (SPECIALIST) 64 7 10.94% 15 14 8 1 38 0 70.31 SYSTEMS SOFTWARE SPECIALIST III (TECHNICAL) 30 3 10.00% 5 3 0 1 9 2 40 EXECUTIVE SECRETARY I 11 1 9.09% 4 2 2 0 8 0 81.81 PERSONNEL SUPERVISOR I 3 0 0.00% 1 0 1 0 2 0 66.66 STAFF INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 0 1 1 0 2 0 66.66 SENIOR INFORMATION SYSTEMS ANALYST (SUPERVISOR) 3 0 0.00% 2 0 0 0 2 0 66.66 INFORMATION SYSTEMS TECHNICIAN 4 0 0.00% 2 0 0 0 2 0 50 DATA PROCESSING MANAGER IV 5 0 0.00% 2 0 0 0 2 1 20 DATA PROCESSING MANAGER III 25 0 0.00% 7 4 3 0 14 0 56 DIGITAL PRINT OPERATOR II 3 0 0.00% 3 0 0 0 3 0 100 OFFICE ASSISTANT (GENERAL) 2 0 0.00% 2 0 0 0 2 0 100 MATERIALS AND STORES SPECIALIST 3 0 0.00% 1 1 0 0 2 0 66.66 STOCK CLERK 1 0 0.00% 0 0 1 0 1 0 100 PROPERTY CONTROLLER II 1 0 0.00% 0 0 1 0 1 0 100 SYSTEMS SOFTWARE SPECIALIST II (SUPERVISORY) 3 0 0.00% 1 0 1 0 2 0 100 SYSTEMS SOFTWARE SPECIALIST III (SUPERVISORY) 4 0 0.00% 1 2 1 0 4 0 100 INFORMATION SYSTEMS TECHNICIAN SPECIALIST I 3 0 0.00% 2 1 0 0 3 0 100 8

  9. Step 4 • Analyze your departments age demographics for the position for total amount that may retire in 5 years. 9

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